Routing of proposals through the Office of Research and Sponsored Programs (ORSP)

The process of developing a successful proposal for submission to a sponsoring agency requires specific skills. At Shaw University, the ORSP is the office through which faculty and students receive assistance with the development and writing of sound proposals before they are submitted to a sponsor for approval. The process for proposal development and routing is as follows:

• The Principal Investigator (PI) researches and develops and idea for a protocol after finding an appropriate Request for Application (RFA) or Program Announcement (PA) to which he will qualify. The PI conducts a detailed literature search to support his intentions for a proposal and solicits advice from colleagues on the feasibility of a proposal. The PI prepares a 1-2 page concept paper including a statement of the problem, question/hypotheses, methodology, and brief literature review.
  
  
• The PI obtains, completes and submits an "Intent to Submit a Proposal" form, a copy of the RFA or PA, an electronic version of the proposal concept paper, and a preliminary budget with participating faculty to the ORSP. The "Intent" form should be submitted well in advance of the proposal due date (at least 30 days).
  
  
• ORSP submits an electronic version of the proposal to the Proposal Critique Committee (PCC). The purpose of the PCC is to assist with the development and evaluation of new research projects and pilot studies by providing the PI with a review of proposal idea and critical feedback pertaining to methodological issues and project management. The PCC is currently recognized as an official committee on the campus of Shaw University per the approval of Mr. Martel Perry, the Executive Vice President for Institutional Affairs and Administration, in November 2003.
  
  
• The PCC submits their individual comments electronically to the PI.
  
  
• The PI consults with the ORSP with budget preparation. The PI prepares the proposal according to the RFA or PA requirements and submits it to the ORSP for review. Proposals with established deadlines must be received by the ORSP no later than 14 business days from the due date.
  
  
• If the Director of the ORSP disapproves the proposal, he returns it to the PI for revision. If the Director approves the proposal, he does the following:

  • If the PI's academic rank is less than Dean, he gives the PI the “Request for Dean of College/School Signature” form and “SACS Compliance With Requirements” form. The PI completes the “SACS Compliance With Requirements” form, attaches it to the “Request for Dean of College/School Signature” form and attaches both forms to the proposal and submits all to the Dean.

  • If the PI’s academic rank is greater than or equal to Dean, he gives the PI the “Request for VP of Academic Affairs Signature” form and “SACS Compliance With Requirements” form. The PI completes the “SACS Compliance With Requirements” form, attaches it to the “Request for VP of Academic Affairs Signature” form and attaches both forms to the proposal and submits all to the VP of Academic Affairs.

• The Dean (OR) the VP of Academic Affairs reviews the proposal for compliance with SACS requirements. If the Dean or VP of AA disapproves the proposal, it is returned to the PI for revision.
  
  
• The Dean (OR) the VP of Academic Affairs approvals the proposal, either signs their respective form and gives it, the “SACS Compliance With Requirements” form and the proposal to the PI.
  
  
• The PI submits all to the ORSP.
  
  
• The ORSP attaches and signs the “Request for Presidential Signature” form, then attaches it to all the other documents and submits to the Office of the President. The Office of the President must receive the proposal no later than 7 business days from the due date.
  
  
• The President or his designee reviews the proposal. If he disapproves, the proposal is returned to the PI and the process is terminated.
  
  
• If he approves, he signs and keeps the “Request for Presidential Signature” form, then returns the proposal and other attachments to the ORSP. ALL PROPOSALS SUBMITTED ON BEHALF OF THE UNIVERSITY ARE TO BE SIGNED BY THE PRESIDENT OR HIS DESIGNEE. The President’s signature will be obtained by the ORSP.
  
  
• The ORSP notifies the PI of final approval and submits the proposal to the potential sponsor.
  
  
• If the PI’s proposal does not receive an award the process is terminated. If a revision is requested, ORSP in consultation with the PI and sponsor makes the appropriate revisions to the proposal and resubmits. If an award is made, the ORSP receives the award letter.
  
  
• The ORSP is responsible for forwarding copies of the award letter to the PI, the Grants Accountant, and the Shaw Office for Human Subjects Protection.